Instrument and Equipment Checkout

Use of school-owned instruments is available to eligible students and faculty for approved academic and performance activities within the John J. Cali School of Music. The information here explains who may use these instruments, how the request and approval process works, and what responsibilities come with borrowing school property. It also outlines important expectations related to fees, care, return deadlines, and accountability for damage or loss. Reviewing these guidelines in advance will help ensure that instruments and equipment are used appropriately, returned on time, and available to support the educational needs of the school community.

Use of School-Owned Musical Instruments

Musical instruments are supplied by the School of Music to its faculty, enrolled music majors and minors, and enrolled students participating in school activities. They are available for educational purposes only to those enrolled in classes, ensembles, or lessons. A written request by the faculty member must be submitted before an instrument will be given to the student. Contact the Production Manager (Andy Dickerson) with any questions about the use, fees, tuning, or maintenance of instruments. The following list of terms and conditions is part of a contract students must sign before using an instrument:

Conditions of use

The terms and conditions under which instruments are loaned are listed below. Upon signing for an instrument, the party is responsible for its normal care and security while in his or her possession.

• The instrument and case will be returned in the same condition as received with allowances for reasonable wear.
• The party is to assume responsibility for any damage beyond reasonable wear that may occur while the instrument is in his or her possession, on or off campus.
• If, due to negligence, an instrument is stolen, the party is responsible for its replacement. Examples of obvious negligence are: a) leaving lockers unlocked or b) leaving instruments unattended in practice rooms.
• If the borrower withdraws from the class or activity for which the instrument was loaned, the instrument must be returned immediately.
• In the event that the borrower withdraws from or otherwise leaves the university, the instrument must be returned immediately. If the instrument is not returned as specified, the party assumes all charges and expenses, including legal fees, which may be incurred by Montclair State University, to secure the return of the instrument. Additionally, a hold will be placed on the student's university file, preventing future registration or release of transcripts, until the matter has been settled.
• The deadline for final check-in for all instruments is 48 hours after the relevant applied jury examination. Student grades will be held until all matters are cleared after that date.
• Any exceptions to these policies must be approved by the director.
• If a school instrument in a student’s possession is in need of repair, the student should bring the instrument to the Production Manager, who will arrange for repair.  Students should not arrange or pay for repairs of school instruments. 

School Instrument Rental Process

A student must be registered for a course in which the instrument is needed (applied lessons, large ensembles, methods course, etc).   Students requesting an instrument must first consult with their instructor to determine if they require use of a school instrument.  The instructor will then request use of a school instrument on the student’s behalf.  The request should be forwarded to the Production Manager and relevant area coordinator (i.e. tenor saxophone requests should include the Woodwind Coordinator, cornet requests should include the Brass Coordinator, etc).  The Production Manager and area coordinator in consultation with the large ensemble directors (if applicable) will allow or disallow the use of the instrument.  If approved, the student will then meet with the Production Manager to fill out instrument rental paperwork, deliver any applicable rental fees, and pick up the instrument. 

Percussion Equipment Use

Percussion equipment must be moved from storage (Chapin 202 and several other rooms) for most rehearsals and performances. Follow the guidelines below to ensure required equipment is in place when needed:

• For regularly scheduled rehearsals and performances: Put away all equipment immediately after rehearsals or performances, whether these take place in McEachern or elsewhere.
• Other uses of equipment: Permission from a percussion instructor is required for individual practice or performance. If borrowed equipment is to leave Chapin Hall, the borrower is responsible for obtaining written permission from a percussion instructor and submitting it to the Percussion Coordinator. This must be done no later than 24 hours before the equipment is to leave the building.